client software

What software do you use to store client info and to track client activity? I sold the old system I had with my Alabama practice and need to replace it with something better. I want to be able to keep all my client records on my computer--client info, session notes, contact info, etc. Why do you like what you are using? What do you not like? I'm looking for something really EASY and simple.

Tags: client, notes, session, software, tracking

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Permalink Reply by Cory O on July 14, 2011 at 6:22am

I'm going to jump in here for just a sec not necessarily to recommend a software, but to make some safety recommendations.

One thing I learned being in corporate IT is to BACK UP, BACK UP, BACK UP your data. Did I mention you need to make a back up?

There are 2 ways I can recommend, although I prefer one over the other. The first is an external hard drive. Get one, plug it in, and do the set up. Then, you can either try using the built-in backup utilities (most external hard drives these days come with software that'll do this) or you can get a free program like FBackup from download.com. Set up a daily backup routine that copies your database, spreadsheets and whatever else you want to back up (marketing documents, brochures, etc.) to the external hard drive.

The second would be to go to a cloud storage service like DropBox. This is actually my preferred method, because it takes things like power surges and equipment failures out of your hands. DropBox creates a "virtual" folder on your computer that automatically syncs your data to its servers any time it changes. This is also PC-agnostic, so you can install dropbox at home and at the office, and have it sync your data to both places. A basic DropBox account is free for up to 2GB, which should be enough for most people. They have upgrade options if you want bigger storage. There are some other cloud storage companies out there, but I've never used them.

I don't know enough about the software Scott and others recommended to know if it has automatic cloud syncing of your data. Some will take it off your PC or iPad and immediately make a copy on their servers so that if your device dies, you buy a new one, reinstall the software, and your records are already there. I know there are a lot of products for iDevices such as Evernote that include this as part of their functionality, so it's worth looking into.

But I know that the number one complaint of most consumers and a lot of business users when their devices fail is, "Can you please retrieve my vacation pictures?" or, "I had a really important contract on there that I have to have for a client presentation tomorrow!" Please, please...whatever else you decide to do, look in to a safe, secure back up solution as part of ANY software or computer upgrade. It'll save you a hundred headaches down the road.

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Permalink Reply by Roger Moore on July 14, 2011 at 7:05am

Thanks Scott - The problem with Square Up & living on an Island is that it won't work in my Bainbridge Office. I've used SumTime for the past 15 years - but I'm not pleased with it. It has all my client data, birthdays etc ... I'm hoping to find someway to import that data into a new program. Medisoft is over the top for what I need.

I do all my scheduling on Outlook.

Roger

Scott Sandland, C.Ht. said:

Roger,

I use square for my client payments via credit card, and that can be easily tracked and automatically sends a reciept. I just use excel to track payments buy check or make invoices. Nobody ever pays cash (wink wink) so I don't record them.

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Permalink Reply by Kevin Cole-NLPTrainingQuest.com on July 14, 2011 at 9:07am

square is a cool little device for mobile- but I use my merchant one account (lower interest rate) which tracks payments- I just print out an invoice via excel for those that ask for one- but most don't- they get an automatic email receipt from my merchant one account anyway...

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Permalink Reply by Lela Bamberg on July 17, 2011 at 2:06am

What is a great note taking app on the Android market?

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Permalink Reply by Jason L. - VirginiaHypnosis.com on July 17, 2011 at 9:16am

I'm using Office AutoPilot. It's an online based CRM with customizable automation rules. I'm running two full-time businesses with it and really living the four-hour-workweek lifestyle with it, at least in terms of the business side of things. I haven't yet outsourced my programs or private sessions...

Worth every penny:

http://jason1.sendpepper.com/

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Permalink Reply by John Maclean on July 17, 2011 at 2:29pm

Sorry Melissa, I think fileamigo is PC based. I may be wrong though. It is a versatile database programme which can be used for storing, manipulating and searching client data. Nice report function too. i also use Google calenders which can be imported into Fileamigo.

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Permalink Reply by Melissa J. Roth on July 17, 2011 at 5:39pm

I use Google calendars and love it. When i am at home and wondering what time i start the next day I can pull up my calender on Google and know right away. But, for the life of me I cannot tell how to use Google for client notes, tracking, etc, like someone else suggested.

When I was PC based I used Medisoft. I thought they were more than what I needed but I also had a full time secretary then who had the headaches of using it. But, I sold the whole package with my practice and made my office as well as my home Mac based. Now, I need something simple that I can use to search clients as well as record keeping. No secretary means I have to do it myself and my computer skills are inadequate (there is a reason Scott uses me as a beta tester....).

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Permalink Reply by DAVID COLLINS WADDELL on July 18, 2011 at 4:34am

Still using the old pen and paper technique!

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Permalink Reply by Kelley Woods on July 18, 2011 at 6:08am

Thank you, John! I just downloaded fileamigo and it took only a few minutes to set up a database. I like it!

John Maclean said:

Sorry Melissa, I think fileamigo is PC based. I may be wrong though. It is a versatile database programme which can be used for storing, manipulating and searching client data. Nice report function too. i also use Google calenders which can be imported into Fileamigo.

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Permalink Reply by John Maclean on July 18, 2011 at 6:52am

No problem Kelley. While it might not have a fancy interface, Fileamigo is very powerful. You and import/export data from/to Excel, design and run reports easily and also add sub-data to records which makes it function like a relational database.

I use Google calenders combined with the Google calender app on the iphone which means wherever and whenever I update or add to the calender either using my phone or laptop, the main calender is updated immediately. Very useful.

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Permalink Reply by Kathleen Hanover on July 18, 2011 at 8:08am

Amen, brother! Can't say this often enough.

I'm on a Mac, which has "Time Machine" built in to the operating system. It backs up to an external hard drive. This makes it easy to quickly retrieve something I've accidentally deleted. But I also do nightly remote backups to a server farm somewhere. This is the "Tornado" option--if my house is destroyed in a natural disaster, there's a copy of all the important stuff off-site where I can get it back eventually.

Cory O said:

I'm going to jump in here for just a sec not necessarily to recommend a software, but to make some safety recommendations.

One thing I learned being in corporate IT is to BACK UP, BACK UP, BACK UP your data. Did I mention you need to make a back up?

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Permalink Reply by Katt Lowe on July 18, 2011 at 10:20pm

I use salesforce.com to track all sessions and payments. It is easy to use and I have access from any computer. I have done a lot of research to find the right database...so check it out. I personally do not put any notes about the session online except if it was a hypnosis or energy session. I can also add emails when need be. I keep a private folder (paper) for each client with all of the notes I have taken. I will go through them from time to time and take them from my office to my home filing cabinets.

I use Microsoft exchange for all emails and calender appointments. This way it syncs with my office and home computers as well as my android phone.

I am a very proud owner of 2 Macs one in office and one at home. Once you go Mac you never go back!! They can handle the recording software I use...Pro-tools and Logic Pro 9. I am putting my home PC desktop into a deep sleep...or maybe I should say it continues to slowly fall into a deep sleep. Night night PC.